Integration Workflow

Temporary item is created and hold placed (System)

After the item that you have borrowed has arrived and you mark a request as received in ReShare, the system creates a temporary item and places an item-level hold on the item for the patron in WorldShare Circulation. The hold will be in Pending status, awaiting action by circulation staff to make the item ready for pickup.

You can confirm that the system created the temporary item by searching for the record in the Circulation module.

To confirm the item was created:

1. Click on the Circulation tab.
2. On the left navigation, click Discover Items.
3. From the list under the Enter barcode field, select Temporary Items.
4. Search for the title (or author) of the item that was requested.
5. From the search results, click the item’s Title and confirm that the temporary item was created.
6. On the Item Details screen, in the upper right corner of the screen, click Holds.
7. Verify that an item-level hold was placed for the patron.

The Item Details view will include the Request ID and lending library name from the ReShare request.

Considerations

• The Shelving Location and Holding Location of the item will correspond with the configurations set in the ILL Settings section of the WMS Circulation module in the OCLC Service Configuration.

• The hold will need to be checked in by library staff to complete the fulfillment process. The Hold Pickup Notification will not be sent to the patron until the item is checked in at the pickup location and hold transitions to Ready for use status.

You can also confirm that the hold was created by checking the Holds tab in the patron’s account. The ILL request should appear as an active hold. The ReShare request ID will display in the holds table as well.

Circulation staff check in the item (WorldShare Circulation)

Circulation staff receive the physical item from the ILL department and check in the item to trigger a pick-up notification or Hold Receipt when the item arrives at the patron's pickup location.

To check out the item:

Click the Circulation tab.

1. On the left navigation, click Check In.
2. Check in the item.
3. Print the Hold Receipt that is generated.

After completing these steps, place the physical item and Hold Receipt on the hold shelf for pickup.

As a result, the patron's hold request is updated in:

• The patron’s requests list in My Account (the patron can immediately determine that their item has arrived and is ready for pickup).
• The Circulation module (Circulation staff will see that a hold is ready for pickup when the patron arrives).
• The Hold Pickup Notification (the system generates a pick-up notification to be sent to the patron by email).

Circulation staff check out the item to patron (WorldShare Circulation)

When the patron arrives to pick up the item, Circulation staff checks out the item to the patron.

To check out the item:

1. Click the Circulation tab.
2. In the Enter barcode field, under Assist Patrons, scan or type the patron's barcode.
3. In the patron’s account, in the Enter barcode field, scan or type the item’s barcode.
4. The due date will revert to the stricter date between the lender due date in ReShare and configurations of WorldShare Circulation policies. If you need to change the due date to allow time for processing before returning the item to the lender, make sure the item is selected and click Change Due Date, at the bottom of the screen.
   1. Enter the new Due Date by typing the date or click the calendar button to select a date. Click OK.
5. Confirm the Due Date before giving the item to the patron.

Patron returns item and staff check in item (WorldShare Circulation/ReShare)

Time passes while the patron has the item on loan. When the patron returns the item, Circulation staff checks in the item.

Circulation staff:

1. Click the Circulation tab.
2. On the left navigation, click Check In.
3. In the Item Barcode field, scan or type the item’s barcode.
4. Staff are prompted with a message to update ReShare request [ Request ID ].
5. Circulation staff may be instructed to route the item to the configured Temporary item home branch. See ILL Settings for more information.  When the item is checked in at the temporary item's home branch, the item's status is updated to Unavailable.

ReShare staff:

Optional. The item is automatically checked-in when the request is marked as returned in ReShare.

In the Circulation module, the item details and statistics are updated and show:

• Last Issued To: The patron associated with the ILL request.
• The temporary item will continue to display the ReShare Request ID for future reference.

ILL Staff respond to Borrowing Request

1. The item is checked out of WorldShare Circulation when the request is shipped to the borrower in ReShare.
2. The item is checked out to the borrowing institution patron account as configured in ReShare.
   1. You may wish to configure notifications to be sent to a staff email address for this account to be alerted about overdue ILL requests.  Please see Notification Policies for more information.
   2. The Due Date is set by the request's due date as provided by ReShare.  If no due date is provided, the relevant Loan Policy in Circulation is applied. The due date may not exceed the patron’s WMS expiration date.
3. When viewing the item in WorldShare Circulation, the Item Details will include the Request ID and the borrowing institution for additional reference.

Receive the item from the borrowing institution

When the item is returned to the lending library in ReShare:

• The item's status will be updated to Available or Unavailable per the Collection Type Policy.
• Holds and item schedules may be fulfilled automatically.
• Circulation staff may wish to check in the item again upon receipt to determine the next steps.
• After the initial check in, the loaned item will no longer display the Request ID or Borrowing institution name in WorldShare Circulation.

If the item is checked in to WorldShare Circulation prior to ReShare:

• Staff will be prompted to Update ReShare request [Request ID].
• ReShare staff will need to complete the request in ReShare.